What are some of the key employee Workday finance processes?

Question

What are some of the key employee Workday finance processes?

Answer

**Information subject to change as we learn more about Workday.** 

Employee Processes

• Requisitions
  • All employees should be able to submit requisitions. 
  • Requisitions should be used for all purchase requests that are not completed on a credit card. 
• Spend Authorizations
  • The Workday Spend Authorization process replaces the Special Expense form. It’s required for out-of-state travel, international travel, activities including student activities (catering, trips, transportation rental, etc.), food, tickets, etc. 
  • Special Expense forms are no longer required. 
• Expense Reports
  • Expense reimbursement
    • To be used by employees seeking reimbursement for expenses including but not limited to pre-approved travel, equipment, technology, special expenses, books, etc. 
    • If you are seeking to have SCSU reimburse you for something, this is the form you would use. 
  • Expenses due to p-card transactions (replaces US Bank portal for employees) 
    • Employees should go into Workday and create expense reimbursement for credit card expenses. Credit card transactions should be available to be selected to be assigned the appropriate cost center to be “reimbursed” from. 
• Paying Invoices 
  • Employees that receive invoices are responsible for notifying Business Services.
  • Employees should go into the PO that is created in Workday and create a receipt; after creating the receipt you will then send an email to accountspayable@stcloudstate.edu that includes the PO number, a copy of the invoice and your “Okay” to pay.
    • To create a receipt: 
      • Search Workday for and select the "Create Receipt" task
        • 
      • In the "Document Number" field, enter the supplier's name. 
        • 
      • Select "OK"

Business Services Processes Only 

• Purchase Orders 
  • No one outside of Business Services can create Purchase Orders. 
  • Requisitions that are created by employees come to Business Services, and then Business Services can issue a Purchase Order.